Learn how to transform Microsoft 365 Copilot into your primary meeting assistant. This guide outlines how to utilize Copilot for real-time support and automated reporting, ensuring our internal data remains secure within the Microsoft environment without the need for external AI tools.
Working with Copilot
Copilot replaces the need for manual note-taking and external "AI attendants" by analyzing meeting transcripts to provide instant insights and structured documentation.
Real-Time Meeting Support
- Access: Select the Copilot icon from the meeting toolbar at the top of your screen.
- Live Assistance: If you arrive late or lose track, use the chat box to ask:
- "Summarize the discussion so far."
- "What was [Participant's] stance on the budget proposal?"
- "List any tasks assigned to me in the last 15 minutes."
Post-Meeting Intelligence & Reporting
Required for Post-Meeting Access: For the "Recap" and reporting features to work after the meeting ends, the Organizer must have selected "During and after the meeting" in the meeting options. If "Only during" was selected, all AI insights are deleted immediately when the meeting concludes.
Once a meeting concludes, use the Recap tab to generate professional documentation instantly.
- Open the meeting from your Teams Calendar or Chat history.
- Select the Recap tab at the top, then open the Copilot pane.
- Reporting Prompts:
- Meeting Minutes: "Generate a formal report including attendees, key decisions, and a summary of the discussion."
- Task Tracking: "Create a table listing all action items, who is responsible for them, and any mentioned deadlines."
- Email Summary: "Write a three-paragraph executive summary of this meeting suitable for a project update email."
Enabling Copilot for Your Meetings
Advance Setup Required: The Organizer must configure these settings before the meeting begins. Settings changed mid-meeting may not capture the full transcript history needed for accurate reporting.
Configuring Meeting Options
If you are the meeting organizer, you must configure the meeting options to allow Copilot to function.
1. Open your meeting invite in the Teams Calendar and click Edit.
2. Select Meeting options (look under the More ... menu).
3. Navigate to the Copilot and other AI section.
4. Set Allow Copilot to "During and after the meeting".
Note: Selecting "Only during the meeting" prevents any post-meeting reporting.
5. Enable Automation: Set Record and transcribe automatically toggle to On so Copilot begins capturing data the moment the meeting starts.
6. Click Save.
GUIDELINES & CONSTRAINTS
University Data Protection Notice
The use of 3rd-party AI meeting bots (e.g., Otter.ai, Fireflies, Read.ai) is strictly prohibited. These external services do not have data protection agreements with the university. Microsoft Copilot is the only approved AI tool for meetings, as it ensures all university data remains secure within our protected tenant.
| Category |
Policy / Requirement |
| Approved Tools |
Microsoft 365 Copilot is the only AI tool authorized for use in University meetings. |
| Meeting Hosts |
Copilot is currently |